Executive Administrative Coordinator

2 weeks ago

Bel Air, Maryland, United States Office of Mental Health Core Service Full time
Job Overview

Position Title: Administrative Assistant

Employment Type: Full-time (40 Hours), Non-Exempt

Supervisor: Executive Director

Work Arrangement: 75% Remote/25% On-Site

This permanent full-time role is dedicated to executing a range of clerical, recordkeeping, administrative, and customer service functions to facilitate the efficient operation of the organization.

This position allows for remote work, with occasional in-person attendance required for training sessions, team meetings, site visits, and other events as directed by the Executive Director.

Key Responsibilities:

  • Perform administrative duties including filing, generating reports and presentations, preparing meeting setups, documenting meeting minutes, and distributing related materials.
  • Maintain courteous and professional communication through phone, email, and postal correspondence.
  • Oversee social media initiatives, including campaign management, public engagement on behalf of the agency, showcasing the agency's work, and networking.
  • Update and manage the agency's website content.
  • Organize tasks, proofread documents, and ensure necessary corrections are implemented.
  • Handle office supply management, including ordering and maintaining supplies for meetings and staff.
  • Manage office inventory and ensure equipment maintenance.
  • Prioritize and respond to phone calls and correspondence.
  • Facilitate communication both internally and externally, including drafting emails and memos.
  • Retrieve requested information from records, emails, and minutes, preparing written summaries as needed.
  • Support team projects and assist in event planning activities.
  • Act as a liaison between departments or teams to ensure effective communication and workflow.
  • Promote clear and positive interactions within the agency, managing information sharing among colleagues to maintain a productive work environment.
  • Perform additional related duties as assigned.

Essential Skills & Qualifications:

  • Exceptional verbal and written communication abilities.
  • Strong interpersonal skills with the capacity to handle sensitive and confidential matters with professionalism and discretion.
  • Ability to interpret, analyze, and resolve administrative challenges and complaints.
  • Encourages collaboration and trust, fostering commitment and teamwork to achieve organizational goals.
  • Outstanding organizational skills and meticulous attention to detail.
  • Capability to set and achieve goals independently and as part of a team.
  • Proficient in preparing and presenting ideas and information clearly, along with the ability to compile and present reports.
  • Proficient in Microsoft Office Suite or similar software.

Education & Experience Requirements:

  • High school diploma or equivalent.
  • Minimum of one year of experience in administrative, clerical, or secretarial roles.

Physical Demands:

  • Extended periods of sitting at a desk and working on a computer.
  • Ability to lift up to 15 pounds occasionally.
  • Capability to navigate each department within the organization's facilities.
  • Must possess a valid motor vehicle operator's license for duties requiring vehicle operation.

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